Administrative Associate, Cardiology

Beth Israel Lahey Health

3d•$23 - $31•Hybrid

About The Position

When you join the growing BILH team, you're not just taking a job, you’re making a difference in people’s lives. The BIDMC Cardiovascular Medicine Division is committed to providing high-quality care to our patients, promoting the educational mission of academic medicine and advancing state-of-the-art research in cardiovascular medicine. The Division, which is an integral part of BIDMC’s Cardio Vascular Institute, includes some of the most highly-regarded cardiovascular experts in the world, and it is their exemplary patient care, teaching and research combined with the support of dedicated clinical and administrative that make possible the Division’s many accomplishments. The anticipated schedule for this role is Monday through Friday, first shift, with flexibility on start time. This position is eligible for a hybrid schedule (three days onsite and two days remote) following successful onboarding and training. Job Description: Provides a wide variety of secretarial and administrative responsibilities in support of directors or other leadership positions of a division or department. Performs various administrative functions to support operations, resolve problems and answer detailed questions, requiring in-depth knowledge of departmental programs, operations and services and hospital policies and procedures. Involves extensive interaction with diverse populations including the public and visitors, patients and families, medical practitioners and medical center staff.

Requirements

High School diploma or GED required.
3-5 years related work experience required.
Advanced skills with Microsoft applications which may include Outlook, Word, Excel, PowerPoint or Access and other web-based applications.
May produce complex documents, perform analysis and maintain databases.
Written Communications: Ability to communicate clearly and effectively in written English with internal and external customers.
Oral Communications: Ability to comprehend and converse in English to communicate effectively with medical center staff, patients, families and external customers.
Knowledge: Ability to demonstrate full working knowledge of standard concepts, practices, procedures and policies with the ability to use them in varied situations.
Team Work: Ability to work collaboratively in small teams to improve the operations of immediate work group by offering ideas, identifying issues, and respecting team members.
Customer Service: Ability to provide a high level of customer service to patients, visitors, staff and external customers in a professional, service-oriented, respectful manner using skills in active listening and problem solving. Ability to remain calm in stressful situations.
Sedentary work: Exerting up to 10 pounds of force occasionally in carrying, lifting, pushing, pulling objects. Sitting most of the time, with walking and standing required only occasionally.

Nice To Haves

Associate's degree preferred.

Responsibilities

Answers telephones, schedules appointments and maintains calendars, organizes conference calls, makes travel arrangements as needed and prepares for meetings with large numbers of participants.
Provides support to committees by planning, scheduling and organizing meetings and location, preparing the agenda and related materials, taking and distributing minutes.
Assists in planning and coordinating programs, seminars and events for the department or division.
Orders supplies and services and performs other related duties as assigned.
Maintains department's or division's files and databases.
Compiles periodic and ad hoc reports using data and information from multiple sources .
Prepares complex documents and reports with graphics, detailed charts, graphs and stylized formatting for presentations.
Composes and edits correspondence, reports and documents for final approval.
Types and edits manuscripts and/or other documents which may include scientific, technical or specialized terminology and specialized formatting.
Other duties as assigned by the department.